To manage and coordinate all procurement, logistics, warehousing, inventory, transportation, and distribution activities of the Skill Development and Literacy (SDL) Programme on behalf of the Implementing Partner (IP), ensuring that goods, services, and materials are procured, stored, distributed, and accounted for in accordance with organizational procedures, the signed Implementing Partner Agreement (IPA), approved budgets, and UNESCO requirements.
The Project Procurement and Logistics Officer is responsible for ensuring the timely availability of project supplies and services required for effective programme implementation, including classroom kits, teaching and learning materials, vocational toolkits, parenting education materials, hygiene kits, office supplies, training materials, and other project-related goods and services.
Key Duties and Responsibilities
Procurement Planning and Management
· Develop and maintain a project procurement plan in accordance with the approved workplan and project budget.
· Coordinate procurement activities to ensure timely availability of goods, works, and services required for project implementation.
· Monitor procurement schedules and identify potential delays that may affect project implementation.
· Ensure all procurement activities are conducted in accordance with organizational procurement policies and procedures.
· Coordinate closely with the Project Officer and Project Finance Officer to align procurement activities with project implementation needs and available budgets.
· Maintain an updated procurement tracking system for all procurement actions.
Procurement Processes
· Prepare procurement requests, requests for quotations (RFQs), bid documents, purchase orders, contracts, and other procurement documentation.
· Conduct market assessments and supplier identification exercises.
· Obtain quotations and bids in accordance with approved procurement procedures.
· Support bid evaluation processes and preparation of procurement recommendations.
· Ensure transparency, fairness, and competitiveness throughout procurement processes.
· Verify supplier eligibility and documentation prior to contract award.
· Maintain complete procurement files and records for all procurement transactions.
· Ensure procurement records are available for review, monitoring, and audit purposes.
Management of Suppliers and Service Providers
· Establish and maintain effective working relationships with suppliers, vendors, service providers, and contractors.
· Monitor supplier performance and compliance with contractual obligations.
· Follow up on delivery schedules and contract implementation.
· Resolve procurement-related issues and delays in coordination with management.
· Maintain an updated supplier database.
Logistics and Transportation Management
· Coordinate transportation and delivery of project materials and supplies to provincial, district, and community levels.
· Develop distribution schedules for project materials and equipment.
· Monitor movement of project supplies and ensure timely delivery to project sites.
· Coordinate transportation arrangements for training events, monitoring visits, and project activities when required.
· Ensure proper documentation of all deliveries and movements of project supplies.
Warehouse and Inventory Management
· Establish and maintain inventory management systems for project assets and supplies.
· Maintain accurate records of stock received, stored, distributed, and remaining in stock.
· Conduct regular inventory counts and stock reconciliations.
· Monitor stock levels and initiate replenishment actions when required.
· Ensure proper storage conditions for project materials and equipment.
· Prevent loss, damage, misuse, or unauthorized use of project assets and supplies.
· Maintain updated asset registers and inventory records.
Distribution of Project Materials
· Coordinate the procurement, packaging, transportation, and distribution of:
o Classroom Kits;
o Teaching and Learning Materials (TLMs);
o Vocational Toolkits;
o Parenting Education Materials;
o Psychosocial Support (PSS) Materials;
o Hygiene Kits;
o Training Materials;
o Office Equipment and Supplies; and
o Other project-related materials and equipment.
· Ensure distributions are conducted according to approved plans and beneficiary lists.
· Maintain distribution records, signed receipt forms, and supporting documentation.
· Verify receipt of distributed materials by intended beneficiaries and project personnel.
· Support post-distribution monitoring activities when required.
Support to Training and Project Activities
· Support logistical arrangements for Training of Trainers (ToT), pre-service training, in-service training, coordination meetings, workshops, and other project events.
· Arrange training venues, materials, equipment, transportation, refreshments, and other logistical requirements.
· Ensure availability of training materials prior to the commencement of training activities.
· Support Master Trainers and project staff during training events.
Asset Management
· Maintain an updated inventory of project assets and equipment.
· Label and track project assets in accordance with organizational procedures.
· Monitor utilization and condition of project assets.
· Conduct periodic asset verification exercises.
· Report lost, damaged, or obsolete assets to management.
· Support asset handover and disposal processes at project closure.
Monitoring and Reporting
· Prepare monthly procurement and logistics reports.
· Maintain procurement trackers, inventory reports, and distribution records.
· Monitor implementation of procurement plans and distribution schedules.
· Provide updates to the Project Officer on procurement and logistics performance.
· Support reporting requirements requested by UNESCO.
· Document procurement and logistics challenges and recommend corrective actions.
Audit and Compliance
· Maintain complete procurement and logistics documentation for audit and review purposes.
· Support procurement reviews, audits, spot checks, and monitoring missions.
· Ensure compliance with organizational procurement policies and procedures.
· Ensure compliance with IPA requirements and UNESCO guidance.
· Implement corrective actions arising from audits and reviews.
· Maintain procurement and logistics records in an organized and audit-ready manner.
Coordination and Communication
· Coordinate closely with Project Officers, Finance Officers, M&E Officers, PCMs, DCMs, Master Trainers, and Facilitators to understand project needs and priorities.
· Participate in project planning and coordination meetings.
· Provide logistical support to field implementation teams.
· Maintain effective communication with suppliers, service providers, and project personnel.
· Support project management in addressing procurement and logistics challenges.
Risk Management and Accountability
· Identify procurement and logistics risks and report them to project management.
· Implement measures to reduce risks related to procurement, transportation, warehousing, and distributions.
· Promote transparency and accountability throughout procurement and logistics processes.
· Ensure that all procurement and distribution activities are conducted fairly and without conflict of interest.
· Immediately report suspected fraud, corruption, theft, or misuse of project resources through appropriate channels.
